Branch/Location Management

Branch/Location Management

Branch/Location Management in EquiBillBook allows you to manage multiple business locations, branches, or warehouses. This guide will help you understand and configure branch and location management for your business.

Understanding Branches and Locations

Branches and locations in EquiBillBook represent different physical locations of your business:

• Branches: Different business locations (stores, offices, outlets)
• Warehouses: Storage locations for inventory
• Distribution Centers: Locations for distribution and logistics
• Service Centers: Locations where services are provided

Benefits of Multi-Location Management

Managing multiple branches and locations provides:

• Centralized Control: Manage all locations from one system
• Location-Wise Reports: Track performance by location
• Stock Management: Track inventory at each location
• Sales Tracking: Monitor sales by branch
• Transfer Management: Manage stock transfers between locations
• Financial Control: Track finances by location

Accessing Branch/Location Management

To manage branches and locations:

1. Navigate to Settings → Location Settings → Branch/Location Management
2. You'll see a list of all existing branches and locations
3. You can create new branches, edit existing ones, or manage locations
4. Configure settings for each branch/location

Branch vs Location

Understanding the difference:

Branch

• Full business location with complete operations
• Can process sales, purchases, and transactions
• Has its own financial records
• Can have separate GST registration
• Can have separate users and permissions

Location

• Primarily for inventory storage
• Used for stock tracking and management
• May not process transactions independently
• Often linked to a main branch
• Simpler setup and management

Managing Branches

To manage branches effectively:

View All Branches

1. Go to Location Settings → Branch Management
2. View list of all branches
3. See branch status (Active/Inactive)
4. View branch details and settings

Branch Information

Each branch can have:

• Branch Name: Unique name for the branch
• Branch Code: Unique identifier code
• Address: Complete address details
• Contact Information: Phone, email, etc.
• GST Details: GST registration (if separate)
• Status: Active or Inactive

Managing Locations

To manage locations:

View All Locations

1. Go to Location Settings → Location Management
2. View list of all locations
3. See location status and details
4. Manage location settings

Location Information

Each location can have:

• Location Name: Unique name for the location
• Location Code: Unique identifier code
• Address: Location address
• Parent Branch: Branch this location belongs to
• Type: Warehouse, Store, Office, etc.
• Status: Active or Inactive

Branch Hierarchy

You can organize branches in a hierarchy:

Main Branch

• Primary or head office
• Central control point
• Can have sub-branches or locations

Sub-Branches

• Branches under main branch
• Can have their own locations
• Report to main branch

Locations

• Can be linked to specific branches
• Used primarily for inventory
• Simpler than full branches

Branch Settings

Configure settings for each branch:

Financial Settings

• Separate Books: Maintain separate books for branch
• Financial Year: Branch-specific financial year
• Currency: Branch currency (if different)

Operational Settings

• Sales Settings: Branch-specific sales configuration
• Purchase Settings: Branch-specific purchase configuration
• Inventory Settings: Stock management settings

User Access

• Branch Users: Users assigned to this branch
• Permissions: Branch-specific user permissions
• Access Control: Control what users can access

Location Settings

Configure settings for each location:

Inventory Settings

• Stock Tracking: Enable/disable stock tracking
• Low Stock Alerts: Set low stock thresholds
• Transfer Settings: Stock transfer configuration

Operational Settings

• Location Type: Warehouse, Store, etc.
• Capacity: Storage capacity (if applicable)
• Operating Hours: Location operating hours

Best Practices

• Clear Naming: Use clear, descriptive names for branches and locations
• Consistent Codes: Use consistent coding system for easy identification
• Proper Hierarchy: Organize branches and locations in logical hierarchy
• Regular Review: Periodically review branch and location status
• Access Control: Set appropriate user access for each branch
• Documentation: Maintain proper documentation for each branch
• Backup: Regular backup of branch-specific data

Common Operations

Viewing Branch Details

1. Go to Location Settings → Branch Management
2. Click on a branch to view details
3. See branch information, settings, and statistics

Editing Branch

1. Select the branch to edit
2. Click "Edit" button
3. Modify branch details
4. Save changes

Activating/Deactivating Branch

1. Select the branch
2. Change status to Active or Inactive
3. Save changes
4. Note: Inactive branches cannot process transactions

Branch Reports

EquiBillBook provides various branch-wise reports:

Available Reports

• Branch Sales Report: Sales by branch
• Branch Purchase Report: Purchases by branch
• Branch Stock Report: Stock levels by branch
• Branch Profit Report: Profitability by branch
• Branch Comparison Report: Compare performance across branches

What's Next?

After setting up branch/location management, you should:

1. Create individual branches
2. Configure branch details
3. Set up branch activation
4. Configure multi-location settings
5. Set up stock transfers between locations
6. Configure branch-specific settings

Proper branch and location management enables efficient multi-location operations and better business control in EquiBillBook.